Human Resources Unit
To:
The University’s guidelines for performance management should be referred to when undertaking performance management improvement.
For the purposes of these guidelines, the term "staff" or "staff member" refers to any professional, security, grounds or document services staff members
Background
Managers have an important role in performance management including:
It is a manager’s responsibility to ensure that staff are aware of the expectations and the duties of their job. All staff should have a performance management plan, which documents specific objectives and measurements. The plan is a tool to measure, guide and develop performance. Where a staff member’s performance falls below the expectations of the position, and has been identified, action should be taken to ensure that the performance problems do not become habitual or entrenched. Quick action usually makes it easier to resolve.
Performance improvement is a clearly defined process where the manager assists the staff member to improve and develop. Action to address performance improvement should clearly indicate that the level of performance being delivered is not acceptable. The minimum standards required of general staff are outlined in the applicable industrial instrument (refers to the applicable Collective/Enterprise Agreement, Award, Australian Workplace Agreement, contract of employment or legislation).
The main aim of performance improvement is to improve the performance of the staff member to meet agreed expectations though in some cases it could be used to assist staff members to determine future career aspirations beyond their current role and possibly the University.
The first step in performance improvement is to clearly identify what areas need improvement. The reasons for performance not meeting expectations should be explored and actions to improve performance should be openly discussed with the staff member. A reasonable and supportive approach will contribute to early and positive resolution.
Using the University’s performance management process to monitor and support performance enables managers to identify staff who are having difficulty meeting the requirements of their role. Open communication, highlighting the performance issue and making expectations clear to the staff member is likely to resolve the issue of unsatisfactory performance in most cases and the full process as outlined below may not need to be followed.
The following steps provide a guide that managers may use to assist a staff member to improve their performance: -
Step 1
The manager initiates a performance management review meeting concentrating on the previously documented performance objectives and indicators.
Step 2
During this meeting, explain to the staff member where performance improvements need to be made. Determine what is causing the performance problems, clarify objectives and expectations and identify gaps in knowledge or capabilities.
Step 3
Clarify the performance improvement plan objectives and measurement indicators within a designated time period. The performance targets should be specific and achievable within the allocated period of time.
Step 4
Providing support will assist the staff member to meet the expectations and objectives set in their performance improvement plan. This may include, but is not limited to, training, counselling, close supervision and/or coaching.
Step 5
Conduct a performance review within the agreed time period to assess performance improvement. The time period should be determined by the complexity of the improvement needed and the capabilities of the staff member.
Step 6
If the staff member is demonstrating difficulty in meeting expectations, the manager should speak to them immediately and determine what additional assistance is required to meet the expectations in the agreed time.
Step 7
If performance improvement has not been achieved then steps 2 to 6 may be repeated. At the review the manager should inform the staff member that if their performance does not improve disciplinary action may commence at the next review. Continue to monitor the staff member’s performance throughout the set period.
Step 8
Assess performance improvement during a third performance review. If performance is not at a satisfactory level then the disciplinary process may be invoked. Managers should contact their local HR Coordinator or the Human Resources Unit to discuss the next steps.
Each time performance improvement is undertaken it will be different. On some occasions the time invested will be minimal. On others, a significant amount of time will be invested to manage the situation. If an staff member is not performing because of personal issues they may require time off to deal with the issue or if the poor performance is caused by the job expectations changing, and the staff member is not suitable for the role, they may require further support and training to improve their performance. Making the staff member aware of available counselling through the University’s employee assistance program (Davidson Trahaire) may be a constructive step.
Occasionally highlighting a performance issue for an staff member will encourage them to think about future career options. If they are performing at an unsatisfactory level due to a lack of motivation or being unsuitable for the job, they may decide that it is more beneficial to end their employment.
Support should be provided to the staff member so they can make an informed decision about their future.
If the performance of the staff member does not improve after using the performance improvement process then you may need to proceed to use disciplinary procedures the applicable industrial instrument (refers to the applicable Collective/Enterprise Agreement, Award, Australian Workplace Agreement, contract of employment or legislation).
